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Credentialing
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The number one concern that prevents teams from making the switch to a better credentialing software platform is data migration. And for good reason — moving all your provider’s data and documents between platforms can create a large workload for credentialing teams, slow down day-to-day operations at your organization, stall revenue, and create headaches down the line. While it’s understandable to resist a transition, the truth is that choosing the right partner for that transition can make all the difference.
MedTrainer clients are fully operational within our credentialing platform two times faster than the industry average, according to G2 reviewers. We achieve this with powerful automation and AI-powered workflows that speed up data entry and eliminate errors that are common with manual practices. Let’s take a look at how MedTrainer makes the transition away from your legacy system faster and easier than you may think.
How Soon Can We Expect to Go Live With MedTrainer?
When it comes to credentialing data migration across platforms, how soon you’ll be live in your new platform depends on a number of variables. The state of your files, the size of the team working on the migration, the number of interruptions they face during the process, and more all will affect the timeline of your migration and how soon you’ll be up and running in your new platform. While some MedTrainer clients can be live in a matter of weeks; a typical onboarding window is about 30–60 days depending on the size and complexity of the company.
- Less than 100 providers: 1 day to 3 weeks to add data and documents if you have clean data.
- More than 100-400 providers: 3–8 weeks (more time is required for document collection/scanning and verification).
- 500+ providers: 2–3+ months (the volume often means it needs to be completed in phases).
Discover the Capabilities of MedTrainer’s Credentialing AI
Speed Up Credentialing Data Migration
You can speed up credentialing data migration both by utilizing the tools and features built into MedTrainer’s healthcare credentialing platform, and by taking preparatory steps with your data and the strategy you approach the migration with.
How MedTrainer Speeds Up Data Migration
CAQH integration: Automatically pull provider data directly from CAQH into MedTrainer with just a few clicks. Instead of manually copying or re-entering information, MedTrainer directly connects to CAQH to retrieve the latest profile data.
HRIS integration: Automatically pull provider data from your HRIS system, saving time, reducing manual re-work, and ensuring accurate information for a faster, more seamless data transfer.
Bulk upload and AI-driven classification: Upload credentialing documents in bulk. The system’s built-in AI scans and tags files by type, assigning them to the right provider or location — reducing manual drag-and-drop and naming efforts.
Auto-Extraction of Data: Relevant information like license numbers, expiration dates, and NPI details are automatically extracted from uploaded documents and populated into the provider’s credentialing profile.
How You Can Speed Up Data Migration
Standardize and clean your spreadsheet before import: Make sure your data sheets are organized with one row per provider, consistent field names (first/last, NPI, DOB, email), remove duplicates, and make sure IDs (NPI, internal provider ID) are correct.
Collect CAQH logins up front: You can waste a lot of time waiting for a provider to share login information. MedTrainer recommends having the CAQH profile up-to-date and login information ready for onboarding.
Review documents first: Migration is slower if you’re trying to track down missing provider documents, physically scanning as you go, or trying to complete verification. Having all provider documents updated and in electronic format will speed up your migration.
Run a pilot: Import 5–10 providers first to validate mappings and document workflows before completing a bulk import.
Pre-map custom fields: If you use custom provider fields, decide the names/field IDs before import so mapping is consistent.
With the right preparation and strategy, you can help your data migration happen quickly and seamlessly.
Next Steps To Keep Implementation on Track
Once your data is migrated, then you can start configuring settings and building workflows. It’s essential to know the specifics of your current credentialing process, and expectations, so you can set up a system that will meet your organization’s unique needs. Here are a few tips to get you started:
Assign a migration owner: Designate one person (or a small team) who knows exactly how credentialing happens in your organization, is familiar with NCQA or other guidelines, can make mapping decisions, and can resolve exceptions fast.
Set system controls: Maintaining a standard process starts with set-up. Now is the time to think through how data points relate to each other, what needs to be required by location or specialty, and who has access. With this in place, missing documents can be flagged automatically and you can avoid rework and problems later.
Check automation: As soon as your provider information is in MedTrainer, exclusions monitoring starts and you can activate license and board certification verifications. Use the logs to make sure they’re running as expected and accessing the correct state boards.
Build dashboards and reporting tools: This is the fun part! Build the reports and dashboards you’ve been dreaming about. From missing documents to payer timelines, the unprecedented visibility you now have will get everyone excited about the new software.
Migrate Faster With MedTrainer
Whether your organization has one site or 1,000, MedTrainer’s process was built to get you live faster — with minimal disruption and maximum confidence. With access to live and recorded training, user guides, and more, MedTrainer’s team makes it a smooth transition with minimal interruption. See for yourself why MedTrainer was ranked #1 on the Healthcare Credentialing Software Implementation Index by G2 Fall 2025 reports.